MEDENIA Procurement Processes Protection Statement

MEDENIA is committed to protecting the communities it serves from any harm in all regions where it operates. In this context;
• Sexual Exploitation and Abuse (SEA),
• Sexual Harassment and Harassment (SHH) in the workplace,
• A zero-tolerance policy is applied against all harmful behaviors such as Child Abuse and Child Labor.

This statement is an integral part of all contracts to be made between MEDENIA and third parties (suppliers, subcontractors, consultants, business partners, etc.). No procurement or service contract can come into effect without this statement being signed and accepted by the parties.

1. Child Labor and Child Protection
   • The use of child labor in the provision of any goods or services under this contract is strictly prohibited. In this context, “child labor” includes any form of employment that involves full-time employment of individuals under the age of 18 or impairs their right to education.
   • It is possible for young people between the ages of 15–18 to engage in part-time, non-hazardous work that does not disrupt their education, subject to MEDENIA's prior written approval.

2. Relationship with Beneficiaries and Ethical Behavior
   • No supplier personnel working with MEDENIA beneficiaries may engage in any sexual relations or sexually charged interactions with the beneficiaries. Such relationships are considered exploitative due to power imbalances.
   • Any sexual act with individuals under the age of 18, regardless of the age of consent in local laws, is strictly prohibited.
   • Gaining sexual benefits in exchange for money, goods, employment, or services is also considered a crime within this scope.

3. Prohibition of Violence, Harassment, and Mistreatment
   • Suppliers, their employees, and subcontractors may not engage in physical, psychological, or verbal mistreatment against MEDENIA personnel or beneficiaries.
   • Any harassment, discrimination, threats, or coercive behavior is grounds for immediate termination of the contract.

4. Protection of Personal Data
   • Suppliers may use personal data belonging to MEDENIA personnel or beneficiaries only for the purposes defined in the contract.
   • Any data use outside the defined scope is subject to MEDENIA’s senior management's prior written approval.
   • Contractors are responsible for ensuring the confidentiality and security of personal data; failures in this regard are considered data breaches.

5. Pre-Contract Audit and Background Checks
   Prior to making any procurement or service acquisition contract, MEDENIA reserves the right to conduct necessary background checks (such as security screenings, blacklist queries, reputation history investigations) regarding business partners or suppliers. These checks include ethical compliance, security risk, and legal adequacy assessments.

6. Signing of Ethical Codes and Information
   Every supplier is obliged to sign the MEDENIA Code of Conduct before signing a contract. Suppliers have the right to seek clarification and request information regarding all documents presented to them in the contract process. MEDENIA may provide short briefings or orientations on ethical policy, anti-corruption, and child protection when deemed necessary.

7. Information and Compliance Mechanisms
   Once the contract is in effect, MEDENIA provides information to its suppliers regarding the protection policy, accountability mechanisms, and related implementation procedures. These briefings are conducted to maintain compliance and transparency standards across MEDENIA’s entire supply chain.

8. Notification Obligation and Whistleblowing Mechanism
   Suppliers are obliged to report any suspicions or concerns related to sexual exploitation, abuse, harassment, or child abuse — whether involving MEDENIA staff or another organization — without delay via the notification channels specified by MEDENIA. Notifications can be made anonymously or with identification. MEDENIA is committed to the principles of confidentiality, victim protection, and non-retaliation in all reported cases.
   Notification channels: MEDENIA Feedback Form

9. Actions to be Taken in Case of Breach of Statement
   If a case of sexual exploitation (SEA), sexual harassment (SHH), or child abuse occurs by the supplier or its employees:
   • MEDENIA demands to receive an incident report within 24 hours of the incident occurring.
   • It then requests information about the investigation outcomes and corrective/preventive actions taken.
   • Failure to report or conceal incidents grants MEDENIA the right to unilaterally terminate the contract.
   • In cases of harassment or abuse reported by an employee of its business partner, MEDENIA may initiate a formal investigation according to its Protection Policy and Investigation Procedure.
   Additionally, MEDENIA reserves the right to permanently exclude individuals or institutions involved in harassment or abuse cases from future tenders, recruitment, or contract processes.

10. Information Sharing (Disclosure)
    MEDENIA may share information regarding individuals or institutions involved in verified cases of sexual exploitation, child abuse, or harassment, when necessary, with UN agencies, international NGOs, or relevant authorities. These sharings are conducted within the framework of the Inter-Agency Misconduct Disclosure Scheme.

11. Cooperation with Local Authorities
    MEDENIA assesses the obligation to report verified violations to relevant local judicial or administrative authorities, considering the victim’s safety and consent. Generally, incidents are reported to the competent authorities unless there is a risk of further harm to the victim. If the victim does not want a formal report to the authorities via written statement, MEDENIA respects this decision; however, it explains the importance and benefits of the judicial process to the victim. All provisions of this statement are part of MEDENIA's commitment to establishing a human rights-respecting, ethical, and safe supply chain. All parties agree to fully comply with these provisions along with the contract.

    
    

The concepts used in the MEDENIA Procurement Processes Protection Statement such as child labor, verbal abuse, and physical abuse are used with the following meanings.

1. Child labor refers to work conducted by a person under the age of 18 (“child”) that is contrary to international law and national legislation and harms or endangers that person’s health, safety, or development. Child labor deprives children of their right to education or creates a “double burden” by forcing them to continue working alongside education. This concept is distinct from age-appropriate employment forms (such as safe activities compatible with education) that do not harm children’s health or personal development or hinder their learning.

2. Verbal abuse includes any speech that could be considered abusive by a reasonable person, including the use of profane, racist, sexist, or discriminatory language.

3. Physical abuse encompasses violent actions (such as slapping, punching, kicking, pinching, throwing or breaking objects), creating discomfort (such as intentionally disabling heating or cooling), imposing punitive workloads, or employing in unpaid or low-paid domestic work-like behaviors. Any action that could be considered mistreatment by a reasonable person is included in this context.